NetSuite, Epicor, Infor, Acumatica
Wholesale Distribution
Purchase orders, order entry, RFQs, quotes, customer questions, and product data, prepared for the ERP your order desk already uses.
Explore Distribution AIEight workflows we take off the desk first.
Each one starts with documents that arrive by email and ends in the system you already run. A person approves wherever judgment matters.
01 · Wholesale distribution
Purchase order entry
- ERP
- Product catalog
- The work today
- Customer POs arrive as PDFs and email bodies. Someone retypes every line into the ERP and checks part numbers by hand.
- What the system prepares
- Reads the PO, matches the customer, SKUs, prices, and ship-to, and builds a draft sales order with every mismatch flagged.
- Who approves
- A customer service rep reviews the draft and posts it.
- The work today
- Inside sales looks up price, stock, and substitutes across several screens before replying.
- What the system prepares
- Pulls price, availability, and alternates for each requested item and drafts the quote.
- Who approves
- The salesperson adjusts margin and sends it.
03 · Wholesale distribution
“Where is my order?” requests
- Shared inbox
- ERP
- Carrier tracking
- The work today
- Status questions interrupt the desk all day, even though the answer already sits in the ERP.
- What the system prepares
- Finds the order, shipment, and tracking details and drafts a reply with the current status.
- Who approves
- Routine replies can go out once you approve the rule. Exceptions go to a person.
- The work today
- Estimators open every drawing, specification, and quantity sheet before they can start pricing.
- What the system prepares
- Extracts materials, tolerances, quantities, and due dates, finds similar past jobs, and lists what is missing.
- Who approves
- The estimator prices the job from a complete package.
- The work today
- Buyers copy supplier quotes from emails and PDFs into a spreadsheet to compare them.
- What the system prepares
- Lines quotes up by price, lead time, and terms, and drafts the purchase order for the chosen supplier.
- Who approves
- The buyer picks the supplier and releases the PO.
- The work today
- The procedure exists, but people still ask the one coworker who knows where it is.
- What the system prepares
- Answers questions from your SOPs, manuals, and work instructions, and cites the source document.
- Who approves
- Answers link to the source, so people can check the original.
- The work today
- Estimators read a pile of plans, specifications, and addenda just to decide whether to bid.
- What the system prepares
- Summarizes scope, deadlines, bonding, and insurance requirements into a go or no-go checklist.
- Who approves
- The estimator decides whether to bid.
08 · Specialty contractors
Project documents and closeout
- Procore
- ServiceTitan
- Accounting
- The work today
- RFIs, submittals, change orders, and closeout packages are assembled by hand from scattered files.
- What the system prepares
- Drafts RFIs and logs, tracks submittals, and assembles the closeout package from job records.
- Who approves
- The project manager reviews before anything goes to the general contractor or owner.
Example workflow
Purchase order automation
A purchase order arrives by email. Zyene reads it, matches the customer and items, checks pricing, and stops on anything a person should decide. Try the exception below.
Order desk / Review queue/PO 4471-208
Synthetic data- From
- Dana Ruiz, Northgate Mechanical
- Subject
- PO 4471-208, restock for Oct 14
- Received
- Today, 7:42 AM
Hi team, PO attached for the Riverside job. Same pricing as last quarter please. Need it at dock 3 by the 14th.
PO-4471-208.pdf 2 pages
NORTHGATE MECHANICAL
Purchase Order
No. 4471-208
Ship: Dock 3
Ship: Dock 3
QTYPARTUNIT
24NM-CU-1250118.40
60NM-FT-1250E6.85
12NM-VB-10041.20
200NM-HG-1252.14
Deliver by: 10/14Terms: Net 30Job: Riverside Med. Ctr.Auth: D. Ruiz
Customer
Northgate Mechanical
C-10482
Ship to
1180 Industrial Pkwy
Dock 3
Requested
Oct 14
Ground
QtyItemUnitCheck
- 24Copper tube, type L, 1-1/4 in x 20 ftNM-CU-1250 → matching118.40
- 6090° elbow, wrought copper, 1-1/4 inNM-FT-1250E → matching6.85
- 12Ball valve, lead-free brass, 1 inNM-VB-100 → matching41.20
- 200Clevis hanger, 1-1/4 inNM-HG-125 → matching2.14
Checking items against the customer's price list and on-hand inventory.
Subtotal $4,175.00
This is the pattern. The metric is agreed on your workflow.
Book an AI Workflow AssessmentIndustries
Three markets. One operations problem.
Different documents, the same pattern: information arrives as files, and people carry it into the systems by hand.
Book an Assessment
ERP, MES, quality, purchasing
Manufacturing
RFQ-to-quote work, drawings and specifications, purchasing, quality documents, SOP search, and workflows around ERP or MES.
Explore Manufacturing AI
ServiceTitan, Procore, accounting
Specialty Contractors
Bid and RFP intake, estimating support, RFIs, submittals, change orders, job closeout, and back-office updates into ServiceTitan, Procore, ERP, or accounting.
Explore Contractor AIEstimate the cost of manual work.
Enter your own numbers. This is the cost of the time you describe, not a promised saving. A pilot measures how much of it a workflow actually gives back.
10
13h
$40
Frequently asked questions
The one repeated most often that still needs a person to retype or look things up. Order entry, quote requests, and RFQ intake are common first choices.
Yes. Each workflow is built around your customers, products, approval limits, and exceptions, not a generic template.
It depends on the workflow and the systems involved. An assessment maps one workflow and recommends a pilot before any build starts.
We connect to the systems you already run and keep them as the system of record.
A working workflow on one process, measured against a metric agreed before the pilot: processing time, exception rate, quote turnaround, or hours returned to the team.
Map one workflow that still moves by hand.
We'll walk through the email, documents, and ERP around that workflow, and recommend a pilot. The systems you already run stay in place.